PROCEEDINGS OF THE STATE PROJECT DIRECTORRAJIVVIDYA MISSION (SSA), A.P, HYDERABAD

Present: Smt. V. USHA RANI, I.A.S.,

Proc. No. 907/RV!VL(SSA)/J37/2°'1.l::H Dated:?1.09.2013 .

Sub: A.P., RVM (SSA) Hyderabad - Guidelines to run the Seasonal Hostels forthe year 2013-14 by the NGOs - Orders Issued - Reg.

Ref: Guidelines to run the Seasonal Hostels for the year 2013-14 approved bythe State Project Director on dt: 23.09.2013.

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The Project Officers of RVM (SSA) of all the Districts are informed that the

Guidelines to run the Seasonal Hostels for the year 2013 -14. They are further

informed that the guidelines and financial norms for maintenance of the Seasonal

Hostels hereby communicated. The Guidelines shall be applicable for the

Seasonal Hostels sanctioned during the year commencing from October 2013 as

per the sanctioned budget allocation in AWP & B 2013-14.

JjolHfeetor

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Enel: 1. Guidelines,2. Financial norms.

To

The Project Officers! District Collectors of RVM (SSA) Ananthapur, EastGodavari, Krishna, Kurnool, Medak, Nalgonda, Prakasam, Srikakulam andWarangal Districts in the State.Copy to the Finance Controller of this office.Copy to State Planning Coordinator of this office.Copy to State I.E. Coordinator of this office.Copy to all the District Collectors & Chairmen! Project Officers RVM (SSA) forinformation.

Guidelines to the Pro;ect Officers for selection of NGOs toorqanize Seasonal Hostels 2 0 1 3 - 1 4

The No. of Out.of School Children has drastically been reduced to1,61,538 in 2013-14 from previous year. This is because of continuousefforts are being made by Rajiv Vidya Mission in admitting the OSC intoregular school and their retention. The enrollment target has almost beenachieved.

. All the Project Officers are requested to admit the Children of out Migrantparents SCjSTjBC Welfare Hostels j KGBVs the sanctioned strength ofthose hostels exceeds due to the admission of those children, RVMreleases the budget to the concerned welfare departments limiting toexceeding strength.

. Seasonal Hostels: After exhausting the above option still the out migrantchildren left in the District then Seasonal Hostels may be opened in ruralareas only to admit these children with the approval of the Collector andsend to the State Project Office for ratification within 24 hours of theCollector's approval.

. Limitations: No NGO should be sanctioned more than 4 (Four) SeasonalHostels @ 50 (Fifty) Children per Hostel.

. No MEO should run Seasonal Hostels.

. NGOs must enter the children data of SH. Project Officers are requestedto release the payments to those NGOs who have entered children dataon-line, which is duly verified by field level officers may be released on 1stof every month.

. After opening of RSTCs, Seasonal Hostels, NRSTCs, the Project Officersshould ensure that 100% Out of School children must be enrolled andcovered by admitting them in the School.

. The NGOs shall also work for the implementation of RTE Act I.e.,. everychild from 6-14 years age should be in the school the Project Officersmay involve in the process.

. The Financial norms are as indicated in Annexure V in the AWP & B2013 for running seasonal hostels (rural area only).

1 RC.No: 907/RVM (SSA}/B7/2013-14

Sanctioning Authoritv: Collector is the competent authority to allotSeasonal Hostel to the good working NGOs. No new NGOs will besanctioned SH unless District Grant in aid Committee decides.

District Grant in Aid Committee: The proposals for sanctioning of SHshall be processed only at District Level involving District Grant in aidcommittee. The process of selection is de -centralized and the StateProject office will not accord any sanction of Seasonal Hostel.

. A. Legal Status of the NGO: The NGO should be a legally registeredorganization. The organization should be registered under the SocitiesRegistration Act of 1860 for a period of minimum three years. (as on dateof submission of their application to RVM (SSA).

. B. Infrastructure: POs have to look for basic infrastructure of the NGOlike premise like whether the office is functioning in own or rentedbuilding, basic office equipment, basic teaching aids etc., The SHjWSSsupervisory officers shall visit, verify the infrastructure and give report tothe PO.

. C. Stable Organizational Structure: This will help to ensureaccountability and include staff structure, number, name rolls,responsibilities of the staffj organizer etc. involved in the project,organization's capacities staff experience and expertise in context ofprogramme j project, geographical area covered by the organization,other projects undertaken by the Organization.

. D. NGOs having strong credible links shall be given, preference: Whileshort listing, preference shall be given to NGOs having established trackrecord in any of the development field such as education of out of schoolchildren, child right activities, non-formal education, womenempowerment, working on health issues, working with women, workingwith marginalized groups such as commercial sex workers, streetchildren, intravenous drug users, child laborers, slum community andpeople with disabilities etc. The NGO should have been actively workingin the proposed area of work. Organizations having legal entity and runby parents in association, woman associations having affiliation to theongoing government programs like IKP, MEPMA.

. The NGOs should have no conflict of interest with the government's andAP RVM functionaries. There should not be any pendency of reply bythe NGO for the explanation called for by the RVM in case of previousassignments entrusted. .

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. Any contribution to the NGO should preferably qualify for taxexemptions under Income tax Act 1961.

. NGOs should disclose whether they get financial assistance from anyother sources. An undertaking should be obtained from the concernedNGO before sanctioning SH to avoid duplication of claims from otheragencIes.

E. A fair financial track record in terms of its operatiori:

(i)

(ii)

(iii)

This would necessarily involve having clean audit reports relatingto its past activities. Further in order to assess the NGOs credibility, thefollowing points shall be considered:

No NGO having pending legal disputes and or enquiries in connectionwith offences like cheating, misappropriation of funds, exploitation ofbeneficiaries, etc., shall be considered.

NGOs blacklisted by any Central or State Government of its agency orthe District Collector shall be rejected.

A self declaration with reference to (i) & (ii) should be given by applicant.

F. Documents: The Project proposal should be as per guidelines mentionedherein and should be accompanied by the following documents:

Covering letter showing interest to work with the RVM (SSA) dulyaccepting the Project's conditions and objectives to achieve.

1. NGO's Geographical area of operation (as per the society's Memorandumof Association).

2. Monitoring plan (with specific time-frame).3. Manpower particulars of organization (paid staff, volunteers etc.,).4. Copy of the registration certificate.5. Memorandum of Understading (MoD in the RVM prescribed format)6. Certified copy of the memorandum and rules of the organization.7. Annual report (audited) of the past three years. .8. Certified copy of PAN card.9. List of Executive Committee Members, their address and contact

numbers.10. Declaration as required at Para E (iii).11. Photo copy of Bank pass-book.

3 Rc.No: 907(RVM (SSA)(B7(2013-14

G.Undertaking:The Grantee will execute an undertaking to the effect thatgran tee will

1. abide by all conditions of the grant.

2. not divert the grants and entrust execution of the scheme of workconcerned to other institution(s) or organization (other than approvedones).

3. In the event of any failure to comply with these conditions or committingbreach of the undertaking, the grantees will be liable to refund theentirejunutilized amount of the grant to AP Rajiv Vidya Mission (SSA)along with interest @12% per annum.

4. All documents (each page) should be duly signed and stamped by theapplicant and

Chairman of the organization. The NGO should be able to produce any

original document on demand by AP Rajiv Vidya Mission (SSA).

H. Scrutinizing applications received from NGOs:

All the proposals received from the NGOs in the format prescribed by theRVM (SSA) will be verified by the District Project Office. A scrutinizingcommittee should be constituted with AMO, CMO, Assistant Director fromDisabled Welfare as members and ALSCo as member-convener to scrutiny theapplications before they are placed before the DGIAC for examination andrecommendation.

The selected NGOs shall be issued sanctioned proceedings through theDistrict Collector and Chairman, in the suggested template stipulating the timeto start the center and release of advances by the Project in the mee'tingorganized under the chairmanship of the District Collector.

4 Rc.No: 907 jRVM (SSA)/B7/2013-14

ANNEXURE- VFINANCIAL ESTIMATE FOR RUNNING OF SEASONAL HOSTELS

A) MONTHLY RECURRING FINANCIAL ESTIMATION (For 50 CHILDREN)

SI.Item Particulars Unit Expenditure TotalNo.

1 Food and Fuel charges for 50 children RS.500x50 25000.00

2 Medical Expenses for 50 children Rs20 x 50 1000.00

3 Cosmetic charges . for 50 children RS.50x 50 2500.00

4 News papers and Magazine 300.00

5 Saloon expenses for Boys / for 50 children Rs;-20x 50 1000.00Sanitory napkins for Girl Children

Honorarium to Teacher Volunteer@ a) B.Ed / D.EdRS.5000x3

6 Rs5,000/month. Maximum of 3 Teacher 15000.00Volunteers for 50 children. b) Degree / Rs. 3000x3

a) Care taker 1 Rs. 3000 3000.00

b) Mobilisation charges to full time 1 RS.2500 2500.00..

7 Honorarium to cook'

for 1 person Rs.4000 4000.00-

8 Honorarium to Asst. Cook for 1 person 2500 2500.00

9 Honorarium to Helper/Aaya for 1 person 2500 2500.00

10 Honorarium to Full time Watchman for 1 person RS.3500 3500.00

11 Honorarium to Scavenger for 1 person 2500 2500.00

12 Telephone charges 1 Phone 300.00Not exceeding Rs300/-

Corporation 10000.00

13 Building rent ActualsMunicipality 8000.00

(if it is private building)

Rural 6000.00

14 Dhobi charges for 50 children Rs20x50 1000.00

15 Electricity chargesActuals Maximum RS.1500/- 1500.00

p.m16 Safe drinkinq water for 50 children RS.1500/-p.m 1500.00

17 Academic support and monitoring by localRs.400/- p.m 400.00HM

Corporation area 80000.00TOTAL PER MONTH Municipal area 78000.00

Rural area 76000.00Corporation area 800000.00

TOTAL FOR TEN MONTHS Municipal area 780000.00

Rural area 760000.00

FINANCIAL ESTIMATE FOR RUNNING OF SEASONAL HOSTELS

B) NON RECURRING FINANCIAL ESTIMATION(50 STUDENTS)

SI.Item Unit Expenditure TotalNo.

.1 Utencils (for new RSTC) 3500.00

Buckets and Mugs 10 buckets2 (1 bucket and mug each for 5 10 mugs .- 1500.00

children and 1 soap box for each 50 Soap Boxes

3 Gas stove and connection 5000.00

4 Emergency lights RS.600x 2 1200.00

5 Running mats for classrooms 750.00

6 Table 1000x1 1000.00

7 Chairs RS.300x 5 1500.00

8 Almirah - 1 RS.3000x 1 3000.00

9 Black Boards (Paint to walls) Rs250 x4 1000.00

9 Ceiling Fans RS.750x 2 1500.00

TOTAL 19950.00

FINANCIAL ESTIMATE FOR RUNNING OF SEASONAL HOSTELS

One Time Grant for Seasonal Hostels

C. One time grant proportionate (50 Students)51.

Item Unit Expenditure TotalNo.

2 pairs per child@Rs. 200 per pair

1 Uniforms (2 pairs) to be given fromoverall OSC

savinas2 Bed sheets Rs. 210 x 50 10500.00

3 Library books 1250.00

TLM Charges .-

a) Charts

b) Building blocks

c) Marbles, Crayans

d) Sketch pens

e) Sand trays

4 f) Child Specific learning material3500.00

g) China Clay

h) Magnetic alphabets

i) Stampit sets

j) Water Colours

k) Radiol Tape Recorder with audio, Text bookslCaseets etc.,

I) Braille Text books

5 Material for Leisure room activities (Drawing,9000.00

Painting,Music, Craft etc)

6 Games and cultural material 2500.00

7 Center Reqisters 1200.008 Center manaqement cost 15000.00

9 Child tracking, Welcome, farewell and otherRs 80x50 4000.00festivals etc.

Stationery to boarders10 (@ 200 pages note books-10, slate-1, pen-2, Rs. 150 x 50 8500.00

refills pencil eraser sharoner etc11 Chappals Rs. 75 x 50 3750.0012 Towels Rs. 75 x 50 3750.0013 Wall Mirrors (5x3 size) and Bia combs RS.300 x 3 900.0014 Combs & Nail Cutters RS.6 x 50 300.00

15 Broomsticks-5, Bleeching powder 3 KG, phinyl,- 1000.005 bottles. Mosquotio Coils16 Documentation expenses - 1500.00

17 Plates and GlassesRs. 75 x 50 3750.00

50 Steel plates & 50 steel Glasses18 Carpets I Mats for dormitories RS.200 x 50 10000.0019 Trunk boxes Rs. 250 x 50 12500.00

TOTAL . 92900.00

FINANCIAL ESTIMATE FOR RUNNING OF SEASONAL HOSTELS

D. Grants to be utilised at DPO level (50 Children)

SI.Item Unit Expenditure TotalNo.

1 Seasonal Hostel modules 50 x Rs.200 .. 10000.00

2 Training for Teacher Volunteer 4x150x10 6000.00

3 TAl DA Honorarium to RPs 3x50x10 1500.00

4 Exposure Visit to Seasonal Hostel child 50x200 10000.00

Total 27500.00